How to Manage and Use Your Company Seal in DottedSign

When it comes to important documents signing, the company seal represents an approach to validate documents. It can be considered a company signature on a document. Especially in Asian business culture, handwritten signatures and company seals are often used interchangeably. 

the company seal. This feature allows Admin to add and manage company seals easily in the Admin Dashboard. Admin may name and number the seals based on your need and set seal authorization to authorized signatories of your team.

*Note: Seal Management is a premium feature, available for the Business plan and above. Subscribe to the business plan with a free trial to start the experience. Get your free trial here.

Content:

How to Create a New Seal as Admin

How to Manage Team Member’s Permission to Use the Seal as Admin

How to Edit the Seal Name as Admin

How to Deactivate a Seal as Admin

How to Delete a Seal as Admin

How to Export the Seal Log File as Admin

How to Sign Your Document with Company Seal

How to Sign Your Document with Company Seal

How to Create a New Seal as Admin

1. Go to the “Admin Console”.
2. Select “Management” under the organization section.
3. Click “Create”.
4. Key in the Seal number and Seal name.
5. Click “Select File” and upload your seal.
6. Click “Save.
7. You can then find the seal in your organization management dashboard.

*Note: Seal number and seal image cannot be re-edited once it is created.

How to Manage Team Member’s Permission to Use the Seal as Admin

1. Go to the “Admin Console”.
2. Select “Management” under the organization section.
3. Locate the seal you’d like to manage the authorization.
4. Click “More (···)” to expand the settings tab.
5. Click “Authorize”. 
6. Select the user to authorize or unauthorize.
7. Click “Confirm”.
8. The selected user will receive a notification email once the Admin has authorized or unauthorized the user to use the seal.

How to Edit the Seal Name as Admin

1. Go to the “Admin Console”.
2. Select “Management” under the organization section.
3. Locate the seal you’d like to edit.
4. Click “More (···)” to expand the settings tab.
5. Click “Edit”. 
6. Edit the seal name and click ‘Save’. Kindly note that you cannot change the seal number nor the seal image once created. This is to ensure the seal management is secured within the organization.
7. All authorized users will receive an email notification of any change to the seal.

How to Deactivate a Seal as Admin

To ensure the legitimacy of the company seal, sometimes the seal may require renewals or replacement. In this case, the current seal will no longer be representable . You can deactivate the seal and the team will not have the access to the deactivated seal.

1. Go to the “Admin Console”.

2. Select “Management” under the organization section.

3. Locate the seal you’d like to deactivate.

4. Click “More (···)” to expand the settings tab.

5. Click “Deactivate” to confirm.

6. All authorized users will receive an email notification of the deactivation.

*Note: 

1. You won’t be able to reactivate or authorize the seal to team members once it is deactivated.
2. You will still be able to download the log file after the deactivation.

How to Delete a Seal as Admin

You can only delete the seal when it hasn’t been activated and used in any task, nor hasn’t it been authorized to any user. Otherwise, you will have to deactivate the seal first to delete it. To deactivate the seal, please find the steps in the above section “How to Deactivate Seal as Admin”. The steps to delete the seal are as follow:

1. Go to the “Admin Console”.
2. Select “Management” under the organization section.
3. Locate the seal you’d like to export.
4. Click “More (···)” to expand the settings tab.
5. Select “Delete”. 
6. Click “Delete” to confirm.

How to Export the Seal Log File as Admin

To track the use of the seal by each authorized team member, you can download the log file of each company seal. The log is a detailed record of all the activities performed under the particular seal, including authorization, editing and use of the seal.

1. Go to the “Admin Console”.
2. Select “Management” under the organization section.
3. Locate the seal you’d like to export.
4. Click “More (···)” to expand the settings tab.
5. Select “Export .csv”.
6. You can find the log file in your download destination.

How to Sign Your Document with Company Seal

The company seal can be applied to two different signing settings. You may use the seal to sign for tasks that are assigned to you and tasks that you create for you to sign (also known as the “Sign Yourself”).

Via Signature Invites

1. Open the task you are assigned to sign.
2. Click the signature field.
3. Click “Seal”.
4. Select the seal you’d like to use to sign the field. 
5. Click “Apply”.
6. You will find the seal is applied to the signature field. You may continue completing the other fields or send back the task to the sender.

Task Type: Sign Yourself

1. Create a Sign Yourself Task (Tutorial: How to Add Signatures, Initials, Text, Date, Radio Button, and Checkbox to the Document?). 
2. After completing filling the document, locate the signature field. 
3. Click “Signature” on the left hand side. 
4. Click “Seal”.
5. Select the seal you would like to use.
6. Click “Apply”.
7. Drop the signature at the field.